Contracts & Procurement Officer

Job Overview

The Contracts & Procurement Officer plays a crucial role in providing efficient, accurate, and timely contracts and purchasing services to both internal and external clients in accordance with University policies. The position primarily focuses on managing contracts and documentation related to retail outlets, ensuring that every purchase provides value for money and cost effectiveness.

Key Responsibilities

• Draft, review, and maintain business unit commercial and contractual agreements.
• Evaluate RFI and RFP bid solicitations and prepare cost proposals with required supporting data for management review.
• Negotiate and administer contracts and cooperative agreements effectively.
• Monitor financial activities related to prime and sub-contracts, including contract closeouts, coordinating with program managers accordingly.
• Ensure compliance with relevant federal regulations, internal policies, and ethical standards.
• Maintain and update the Contracts Database, preparing periodic reports for management approval.
• Review customer terms and conditions, advise on risks and cost drivers, and propose acceptable commercial positions to the department.
• Collaborate with projects and technical staff to ensure contracts accurately reflect the program scope.
• Conduct pre- and post-contract award reviews with stakeholders to confirm understanding and proper execution of contractual obligations.
• Negotiate and establish annual Blanket Purchase Orders, Master Purchasing Agreements, and Annual Service Agreements.
• Procure a variety of goods and services from local and international suppliers for both campuses following University policies.
• Interpret purchase requests, research supply sources, and negotiate optimal terms and conditions aligned with user requirements.
• Analyze specifications to maintain generic nature during enquiry preparation and evaluate vendor quotations to prepare bid summaries.
• Benchmark pricing to compare budgeted costs with actual prices and expedite orders to meet contractual deadlines.
• Handle vendor discrepancies and damage reports to ensure accurate replacement of materials per order specifications.
• Modify orders when quantities change or cancellations occur, ensuring data accuracy at all times.
• Coordinate with end users to prevent delays in vendor invoice approvals for timely payment processing.

Work Environment and Independence

• The role demands independent handling of various internal and external clients, maintaining confidentiality and professionalism.
• Responsible for managing contracts and related purchasing activities, coordinating multiple purchasing requests, tenders, correspondence, and queries under tight deadlines.
• Continuously seeks to improve operational efficiency, reduce turnaround times, streamline processes, and support seamless customer service.

Interaction and Collaboration

• Collaborates closely with department members and other university departments to ensure comprehensive contract management.
• Communicates professionally and effectively with all internal and external stakeholders.
• Liaises with the Finance Department on contract-related financial matters.

Education and Experience

The candidate must hold at least a bachelor's degree in business or a related field from an accredited institution and have a minimum of two years of relevant professional experience or an equivalent combination of education and experience. Experience in a similar role within government or higher education institutions is highly preferred.

Desired Skills and Qualifications

• Fundamental understanding of contract management and procurement processes.
• Proficient computer skills.
• Familiarity with purchasing procedures is desirable.
• Bilingual proficiency in Arabic and English is considered an advantage.

Benefits

The University offers a highly attractive benefits package including competitive tax-free salaries in the UAE, cash housing allowances, annual vacation airline tickets for employees and their immediate families, educational subsidies for children, and healthcare coverage for employees and sponsored family members.

Application Process

Applicants should submit an online application along with a cover letter, updated CV, and contact details for three professional references. Only shortlisted candidates will be contacted for interviews.

Contact Information

For additional inquiries, contact Recruitment@zu.ac.ae.